Clinic Workflow Controller

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Position Purpose : the Clinic Workflow Controller plays a crucial role in overseeing the daily operations and management of a healthcare clinic or medical facility and staff.

FTOC's Expectations of all Employees

• Adheres to all FTOC Policies and Procedures.
• Conducts self in a manner that always represents FTOC's core values.
• Maintains a positive and respectful attitude with all work-related contacts.
• Communicates regularly with immediate supervisor about Departmental and FTOC concerns.
• Consistently reports to work as scheduled and in a timely manner prepared to perform the duties of the position.
• Meets productivity standards and performs duties as workload necessitates.
• To train on all Learning Management Systems (LMS) by self-learning models from FTOC's EMR.

Core Duties and responsibilities, include but are not limited to:

• Provide supervision, support, and oversight to the staff on a day to day basis.

• Manage scheduling of clinic appointments/schedule and ensure efficient patient flow

• Consults with superior on a regular basis to keep her/him up-to-date on program performance and needs

• Oversight of staffing daily and monthly schedules, Time Off, and maintaining budgeted productivity

• Ensure all shifts are adequately staffed with competent individuals

• Work with management and staff to guarantee that all practice operations runs smoothly

• Understands workflows with the objective to meet clinic needs

• Pro-actively participates in creating and implementing improvements to achieve clinic needs

• Manages Provider schedule as needed

• Understands clinic workflow and EMR system

• Maintains daily clinic huddles

• Lead the day to day operation and coordination of patient care

• Leads the clinic to improve patient, provider and staff satisfaction

• Identifies opportunities to increase productivity, quality, safety, effectiveness and efficiency

• Develop a strong, collaborative relationship with the clinic Physicians, CMO and Management

• Provide excellent interpersonal communication, problem solving and conflict resolutions skills

• Manage PDSA's to improve clinic workflows and quality

• Maintain a positive, supportive environment conducive to attaining high staff morale and job satisfaction.

• This in no way states or implies that these are the only duties to be performed by the employee. He or she will be required to follow any other instructions and to perform other duties, within scope, as assigned by his or her supervisor.

Teamwork and Interpersonal Skills:

• Displays an awareness of others' needs and consistently acts in their best interests.

• Exhibits courtesy, mutual respect, and compassion in all interactions with others.

• Takes the initiative to propose constructive solutions to challenges.

• Recognizes and respects differences while actively seeking more effective communication approaches.

• Demonstrates a positive and professional response to changes and challenges.

• Nurtures positive working relationships and contributes to a collaborative work environment.

• Exhibits effective teamwork, working cohesively to support the organization in achieving its goals and objectives.

• Adapts smoothly to shifting workplace priorities.

• Attends and actively participates in scheduled meetings, whether weekly, bi-weekly, or monthly.

Education and Training :

• High School Diploma (college preferred).
• Medical Assistant Certificate from an accredited institution.
• Must have at least 3 years of experience as a Medical Assistant in a clinic setting.
• Bilingual: Spanish (Required)

Qualifications, Skills, and Experience:

• Minimum 3 years of related experience.

• Must excel in multitasking within a high-paced environment.

• Strong computer skills, acute attention to detail, confident and professional communication.

• Responsiveness to the needs of both internal/external stakeholders in a professional and personable manner are expected.

• Knowledgeable in general EMR/EHR systems is preferred.

Work Schedule:

• General work hours are Monday to Friday 9 a.m. to 6 p.m., however, start times will vary, depending on organizational, staffing, community, and patient needs.
• Work schedules are subject to change based on organizational, staffing, community, and patient needs. As such, FTOC may need to modify work schedules to meet such needs.
• Saturday work schedules will also be effected or implemented due to organizational, staffing, community, and patient needs as FTOC continues to grow and expand work days and hours.
• Overtime may also occur due to organizational, staffing, community, and patient needs.

Work Location:

• While staff may be assigned a primary site (Tustin, Garden Grove, Fountain Valley, Wellness Center, Mobile Units, or Telehealth, etc.), you may be required to temporarily fill in at another site based on organizational, staffing, community, and patient needs.

Travel Requirements:

• Occasional travel will be required for this position. Must be able to travel to FTOC sites as needed, including short notice.

Physical Demands and Working Conditions:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee may be required to drive to FTOC facilities as needed. The ability to sit for extended periods of time. The employee must occasionally lift and/or move up to 25 pounds.

Families Together of Orange County (FTOC) is proud to be an equal opportunity employer. FTOC does not discriminate based on race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws.